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Office manager should be familiar with the various devices of communication and the different factors which should be considered before adopting a particular communication system. In order to get a good decision over the means of communication, the following factors may be considered: 1. Quickness/Speed There are many types of transactions conducted during the business hours. One must speed up the transmission of message on the basis of importance and urgency of transaction. If the party is available in the transacted place, oral communication is enough. If the party is residing in the same city, telephonic message is good: if outside the city, message through Subscribers’ Trunk Dialing (STD). If much distance is there, then telegram can also be sent. If the matter is not urgent, a mere letter will be sufficient. 2. Accuracy If the accuracy of the message is the prime motive, a letter will serve the purpose Telephonic conversation might be misheard by the other party. Even telegrams, sometimes lead to wrong conclusion. Therefore, success can be reaped by a letter, provided the letter is properly written. Therefore, the communication medium which is selected should ensure accuracy in the transmission of messages. 3.Safety There is always risk when valuables are sent by post. Therefore, for safety purposes, important documents may be sent by registered post; for further safety by registered and insured post. 4. Secrecy In business field, certain transactions have to be kept confidential. When one aims at secrecy, letter will achieve the aim. In other communication systems, secrecy may leak out to unwanted persons. 5. Record Record of the message is essential and is possible only if it is in writing. For this purpose, duplicate copies of the letters can be preserved and they are good proof against disputes, relating to the transaction, in future. There is no record for oral communication. 6. Cost The cost of communication is also important. Before adopting any system, the expenses in different means may also be considered. The material cost (stationery) and labour cost in preparing the letter will also be considered. 7. Distance Distance between the persons who are parties to communication is an important factor. If distance is too short, face to face communication is suitable. If there is distance, message can be transmitted through phone or telegram or letter. What do comedy and effective communication in the workplace have in common? It’s all in the delivery—ba-duh-bum. But with more ways than ever to get your messages to the masses—or the individual—figuring out which communication channels will work best can feel overwhelming. Is it ever OK to text your manager? Should you email or direct message your coworker a quick question? And does anyone talk on the phone anymore? Select the best communication channels at work in 3 stepsHow you deliver your message to its intended audience is essential to effective communication in the workplace. Fortunately, after you figure out what you need to say in your message, there are steps you can take to help you decide how to send your message in the most productive way. Step 1: Identify what kind of message you’re sendingStart by asking yourself a series of questions about the information you need to convey so you can zero in on the appropriate communication channels to use.
Step 2: Consider your company’s culture around communicationThe Slack Future of Work Study highlights that trust, tools, and teamwork are essential for employee engagement and productivity. Also, the study found that 80% of workers want to know more about how decisions are made in their organization. So if your team is all about face-to-face communication at work, upholding that belief might mean delivering bad news in person instead of sending out an impersonal email. And if your company prides itself on work/life balance, an after-midnight direct message probably isn’t the best move. Step 3: Pick a delivery method based on your audienceYour organization likely has several communication channels for you to choose from. Here are the most common ones: In person
In-person communication at work allows you to convey the broadest range of emotions, forces the conversation to occur in real time, and generally allows for information to flow both ways. Many offices use weekly meetings to get everyone on the same page at the start of the week. Annual companywide meetings set the tone for the year. And retreats can be a helpful time to connect with your team in a different setting. These in-person engagements can be both formal and informal depending on the objective. One-on-one in-person meetings are better for delivering sensitive information such as compensation packages or constructive criticism about job performance. However, they can also be used for a less formal purpose such as getting to know a new employee better or seeking out an executive for mentorship. Voice and video
We can’t always be in person with the people we need to connect with. When that happens, we often rely on voice and video calls to get our message across. Voice and video calls are also easier to record for when the information being shared will need to be referenced later. For one-on-one calls or calls with smaller groups, it’s easy for employees and workers to ask their questions and provide feedback in the moment. The more people you have on a call or who are tuning into a live video stream, the more challenging it is to foster engagement for two-way communication at work. If no engagement is required at all, a pre-recorded video can be emailed out. Written
Written communication dominates the workplace. It’s fast and easy, can be formal or informal, and doubles as documentation. Dashing off a question by email or sending out an email blast for important information everyone needs to know might be the norm at your company. Texting might be controversial at some businesses, while others have fully embraced it. In general, texting is best used to connect quickly with someone and tends to be more informal. A client might text a contractor to see whether they’re available to hop on a call in an hour versus taking the risk of the email languishing in their inbox. And then there are instant messaging platforms. This delivery method allows you to get your question answered fast and in real time and saves you from having to walk over to a colleague’s desk. It also frees your email inbox from the clutter of single word and single sentence emails. Be a workplace communication channels surferChannel surfing can be a good thing when it comes to communication. People are diverse, so the ways you connect with your colleagues and team members should be diverse too. As long as you keep in mind the kind of message you’re relaying, what your company’s communication culture is like, and who your audience is, you should feel confident in getting your message across. What factors are important in selecting an appropriate channel to deliver a message?Selecting the Means of Communication: 10 Factors to Considered. Factor # 1. Nature of Message: ... . Factor # 2. Cost: ... . Factor # 3. Record: ... . Factor # 4. Distance: ... . Factor # 5. Scale of Organisation: ... . Factor # 6. Supporting Technology: ... . Factor # 7. Urgency: ... . Factor # 8. Secrecy:. What is the appropriate channel for communication?Face-to-Face Communication
No surprises here. The richest communication channel around, face-to-face meetings, is often hailed as the most effective way for teams to interact. This is because it reduces any misconstrued messages by allowing for body language, facial expressions, and other nonverbal communication.
Why is it important to select proper channel of communication?Warning. Selecting the wrong communication channel can cause communication obstacles including information overload and inadequate feedback. Information overload occurs when you receive information faster than you can process. For example, receiving too many emails dilutes the meanings of the emails' messages.
Why is it important to choose the right channel or medium of message transfer?Choosing the right medium is important for ensuring that your message arrives to your intended audience and that your audience accurately understands the purpose and meaning of your message.
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What seven factors are important in selecting an appropriate channel to deliver a message?
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